MySphere Assistant User Guide

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1 MySphere Assistant User Guide Release Document Version 1 TeleSphere 9237 E. Via de Ventura Blvd. 2 nd Floor Scottsdale, AZ MYSPHERE Page 1 of 44

2 Table of Contents 1 About This guide Open MySphere Assistant First Time login Subsequent Use Using MySphere Assistant The Toolbar Make a Call Dial a Number Dial from Web Page Dial from Contact List Dial from vcard Dial from Personal Directory Dial from Group Directory Call History Speed Dial Directory Receive a Call Answer a Call Blind Transfer Supervised Transfer Open a URL Save a vcard During a Call Hold a Call Initiate a Three-Way Conference Initiate an N-Way Conference End a Call Voice Mail Transfer to Voice Mail Services Dialog Incoming Calls Anonymous Call Rejection Call Forwarding Always Call Forwarding No Answer. 22 Call Forwarding Busy. 23 Page 2 of 44

3 Do Not Disturb 24 External Calling Line ID Delivery Internal Calling Line ID Delivery. 25 Simultaneous Ringing CommPilot Express Outgoing Calls Automatic Callback Calling Line ID Delivery Blocking Call Control Remote Office. 33 Call Waiting Messaging Voice Management Pop-up Notification Options Dialog General Accounts Connection Dialing Rules Outlook Integration Contacts 41 5 Troubleshooting. 43 Page 3 of 44

4 1. About this Guide MySphere Assistant is a lightweight desktop communications management product for everyday users of Microsoft Outlook, Microsoft Internet Explorer, or Mozilla Firefox for use with the Telesphere soft switch platform. With this product you can manage your incoming and outgoing messages, maintain up-to-date connection information and configure controls on your calls and voice mail. This guide provided step-by-step procedures and reference information for MySphere Assistant Open MySphere Assistant MySphere Assistant is an add-in to Microsoft Internet Explorer, Outlook, and Mozilla Firefox, and provide new toolbars to access Call Management features within your web browser and mail client. When you open Internet Explorer, Outlook, or Firefox 2 with MySphere Assistant you see the following toolbar. Most buttons are disabled until you log in. Figure 1 MySphere Assistant in Internet Explorer Figure 2 MySphere Assistant in Microsoft Outlook 1.2. First Time Login Logging into MySphere Assistant identifies you to the servers that manage your phone services. This is so you can receive, initiate, and control calls directly from your computer. When you log in for the first time, you need to configure your connections settings as described in the following steps. Once these settings are configured, you do not need to provide them again. You can log in directly from the toolbar by clicking Login. 1) Click Login on the toolbar. MySphere Assistant opens the Options dialog. 2) Click Accounts. 3) To configure your account settings, enter the user name and password for your MySphere account in the fields provided. Page 4 of 44

5 4) Check the Save Username and Save Password options if you want to avoid being prompted for this information next time you log in. You password is encrypted for greater security. 5) Click Apply. Figure 3 - The Options Dialog Accounts Page Your server connection should already be configured so it is not necessary to do any other Connection configuration. If your configuration gets erased or is unavailable, consult your system administrator or contact TeleSphere Support. 6) To configure your general settings, click General in the tree view to the left of the Options dialog. 7) Check Auto Login on start-up to have MySphere Assistant connect automatically to the MyVoice server when you start Internet Explorer, Firefox, or Outlook. 8) Check the Auto login when connected to network to have MySphere Assistant connect automatically to the MyVoice server when a network connection is available. 9) Click OK. Page 5 of 44

6 Figure 4 - The Options Dialog General Page Click Login again to finish the login process. If your configuration and credentials are correct, you are connected to the MyVoice server and the buttons on your toolbar are enabled. Figure 5 - Enabled Toolbar 1.3. Subsequent Use Once you have configured MySphere Assistant with the settings, it needs to connect to the MyVoice server, you can log in without having to provide that information again. Page 6 of 44

7 2. Using Assistant Once you have successfully logged into MySphere Assistant, most of the buttons on your toolbar are enabled The Toolbar Figure 6 - Numbered Toolbar The following legend provides the names of the buttons. This is followed by more detailed information. Legend: 1. Legend Button 2. Options dialog 3. Services 4. Remote Office 5. Simultaneous Ringing 6. Current CommPilot Profile 7. Call Forwarding Always Service 8. Call Forwarding No Answer Service 9. Call Forwarding Busy Service 10. Do Not Disturb Service 11. Speed Dial Directory 12. Call History 13. Personal Directory 14. Group Directory 15. Search 16. Assistant Enterprise drop-down list 17. Dial Contact Page 7 of 44

8 18. Dial Number 19. Answer 20. Hold 21. Transfer to Voice Mail 22. Blind Transfer 23. Conference Call 24. End 25. Call Lines Detailed Description of Buttons 1. Login: Logs in and out of MySphere Assistant. The color of this icon indicates your login status. A grey icon indicates that you are not logged in. A green icon shows that you are currently logged in. A disabled button shows that MySphere Assistant is attempting to log in. A red button indicates that your last login attempt failed. Figure 7 Login Button 2. Options: You can configure your MySphere account, connection settings, and dialing rules through this dialog. This icon is highlighted when open. Figure 8 Options Button 3. Services: You can configure the Call Management services provided by MySphere Assistant. This icon is highlighted when in use. Figure 9 Services Button 4. Remote Office: When activated, this service allows you to use an alternate phone, such as a mobile, home, or hotel phone, as your main business phone. When this service is enabled, the icon is highlighted. If Remote Office is not yet configured when you use this icon, MySphere Assistant opens the Services dialog to the Remote Office page so you can configure the service. Page 8 of 44

9 Figure 10 Remote Office Button 5. Simultaneous Ringing: This allows you to set up a list of up to ten additional phone numbers that ring each time you receive a call. While the service is enabled, the icon remains highlighted. If Simultaneous Ringing is not yet configured when you use this icon to activate the service, MySphere Assistant opens the Service dialog to the Simultaneous Ringing page for you to configure the service. Figure 11- Simultaneous Ringing Button 6. Current CommPilot Profile sets the current CommPilot Express profile, which determines the way the system handles incoming calls. You can configure the settings for your CommPilot Express profiles in the Services dialog. Figure 12 CommPilot Profile Button 7. Call Forwarding Always Service automatically forwards all incoming calls to a specified phone number. When this service is enabled, this icon remains highlighted. If Call Forwarding Always is not yet configured when you use this icon to activate the service, MySphere Assistant opens the Service dialog to the Call Forwarding Always page for you to configure the service. Figure 13 Call Forwarding Always Service Button 8. Call Forwarding No Answer Service automatically forwards all incoming calls to a specified phone number. When this service is enabled, this icon remains highlighted. Figure 14 Call Forwarding No Answer Service Button 9. Call Forwarding Busy Service forwards all incoming calls to a specified phone number when you are busy on other calls. While the service is enabled, this icon remains highlighted. If Call Forwarding Busy is not yet configured when you use this icon to activate the service, MySphere Assistant opens the Services dialog to the Call Forwarding Busy page for you to configure the service. Page 9 of 44

10 Figure 15 Call Forwarding Busy Service Button 10. Do Not Disturb Service automatically forwards all incoming calls to your Voice Messaging service, or plays callers a busy tone if you do not have a Voice Messaging service configured. While the service is enabled, this icon remains highlighted. Figure 16 Do Not Disturb Button 11. Speed Dial Directory allows you to dial phone numbers saved in your speed dial list by clicking them with your mouse. Figure 17 Speed Dial Directory Button 12. Call History opens the list of your most recent received calls, missed calls, and dialed calls. Figure 18 Call History Button 13. Personal Directory allows you to dial phone numbers saved in your personal list by clicking them with your mouse. Figure 19 Personal Directory Button 14. Group Directory permits you to dial phone numbers saved in your group list by clicking them with your mouse. Figure 20 Group Directory Button 15. Search hunts in the group, personal, and Outlook directories for the criteria you enter. Figure 21 Search Button Page 10 of 44

11 16. Assistant Enterprise drop-down list contains URLs pre-configured. Select an item from the list to navigate to that page in your web browser. Figure 22 Assistant Enterprise Drop-down List Button 17. Dial Contact dials the business, home, or mobile number of a selected contact within Microsoft Outlook. Figure 23 Dial Contact Button 18. Dial Number dials a specified number. Figure 24 Dial Number Button 19. Answer answers an incoming call. Figure 25 Answer Button 20. Hold puts the current call on hold. Figure 26 Hold Button 21. Transfer to Voice Mail transfers the current call to your Voice Messaging service. Figure 27 Transfer to Voice Mail Button 22. Blind Transfer transfers the current call to another phone number. Page 11 of 44

12 Figure 28 Blind Transfer Button 23. Conference Call starts a conference call that can include 3 to 32 callers. This button only becomes enabled when you are connected to two other parties at the same time. Figure 29 Conference Call Button 24. End ends the current call. Figure 30 End Call Button 25. Call Lines is a list of phone numbers you are currently connected to. Figure 31 Call Lines Button 2.2. Make a Call Dial Number To dial a new number: 1) Type the number in the Dial Number box. 2) To place the call, press ENTER. 3) To end the call, click End. Figure 32 Dial Number box To re-dial a previously dialed number: 1) Select a number by clicking on the arrow at the right-hand side of the Dial Number box. A list of up to 10 previously dialed numbers is displayed 2) Click on a number in the Dial Number list. 3) To place the call, press ENTER. 4) To end the call, click End. Page 12 of 44

13 Figure 33 Re-dial a Previous Number Dial from Web Page To dial from a web page: 1) Select the phone number displayed on a web page. 2) Highlight the number with your mouse. 3) Right-click the highlighted phone number and select Dial from the pop-up window. Figure 34 Dialing from a Web Page Dial from Contact List With MySphere Assistant, you can dial the home, business, or mobile number of any contact directly within Outlook. 1) Click Contact in the folder list. 2) Select the contact you wish to call from the contact list 3) Click the arrow at the right-hand side of the Dial Contact drop-down list, on the MySphere Assistant toolbar within Outlook. 4) Select the type of number to call. Page 13 of 44

14 Figure 35 Dialing from a Contact List Dial from a vcard To dial from a vcard: 1) Click Contacts in the folder list. 2) Double-click the contact you want to call. Outlook opens the contact s vcard. 3) Click the arrow at the right-hand side of the Dial Contact drop-down list, on the MySphere Assistant toolbar within Outlook. 4) Select the type of number to call. Figure 36 Dialing from a vcard Dial from Personal Directory You can directly dial any number stored in your personal directory as it is integrated with the contacts in MySphere Assistant. 1) To open the personal directory, click Personal Directory on the MySphere Assistant toolbar. MySphere Aistant User Guide Page 14 of 44

15 This Page can be printed using the host application. Users with Microsoft Windows XP Service Pack 2 installed may encounter a warning when opening the Personal Directory. For more information, see section 5 Troubleshooting. 2) To sort the personal directory, click on a column header. The table is sorted, in decending order, according to the information in the column you selected. 3) To chage the sort order between decending and ascending, click on the same column header again. 4) To dial a number from the personal directory, click on the desired phone number. MySphere Assistant places the call. Figure 37 Personal Directory Dial from Group Directory You can directly dial any number stored in your group directory that integrates the group contacts, provided by your service provider, with MySphere Assistant. 1) Click Group Directory on the MySphere Assistant toolbar. This list can be printed using the host application. Users with Microsoft Windows XP Service Pack 2 installed may encounter a warning when opening the Group Directory. For more information, see section 5 Troubleshooting. 2) To sort the group directory, click on a column header. The table is sorted, in descending order, according to the information in the column you selected. 3) To change the sort order between descending and ascending, click on the same column header again. 4) To dial a number from the group directory, click on the desired phone number. MySphere Assistant places the call. Page 15 of 44

16 Figure 38 Group Directory 2.3. Call History Call History allows users to view their missed calls, received calls, and dialed calls. These are listed in reverse chronological order. 1) To open the Call History, click Call History on the toolbar. 2) To dial from the call history, click on the desired phone number. MySphere Assistant automatically places the call. Figure 39 Call History Speed Dial Directory You can dial from the speed dial directory. To open the Speed Dial Directory, click Speed Dial Directory on the MySphere Assistant toolbar. To dial from the speed dial directory, click the desired phone number and MySphere Assistant places the call. Page 16 of 44

17 2.4. Receive a Call Answer a Call When you receive a call, MySphere Assistant displays a call notification window on top of the system tray. You can answer this call by picking up your handset from the MySphere Assistant toolbar or by clicking the pop-up notification. To answer a call from MySphere Assistant toolbar, click Answer. To answer a call from the pop-up notification, click on it. When using MySphere Assistant with Outlook, if the incoming call does not provide a name for the calling party, MySphere Assistant checks the number against your Outlook Contacts and displays the corresponding name if it finds a match. You can also transfer the caller to your Voice Mail, save a vcard for the caller, open a URL populated with the caller s number, or end the call directly from the pop-up notification Blind Transfer Use this method to transfer a call to another specified number without providing an introduction to the destination party. Calls may be transferred this way while active, held, or ringing on your phone. In the latter case, the system redirects the call before it is answered. 1) Initiate the transfer by clicking Transfer (on the toolbar). Figure 40 Transfer Button 2) Specify the destination number by dialing a number on your phone or selecting a number using any of the methods, described in section 2.2 Make a Call Supervised Transfer Use this method to transfer a call to another specified number and (optionally) provide an introduction to the destination party. Calls may be transferred this way while active, held, or ringing on your phone. When a supervised transfer is initiated, the primary call is placed on hold and a call is made to the party intended to receive the call. The receiving party may be consulted prior to accepting the call. 1) Click Transfer on the toolbar. 2) Dial a number on your phone, or select a number using any of the methods described in section 2.2 Make a Call. Page 17 of 44

18 Open a URL 3) Wait until the called party accepts your call, and then click Transfer again to connect the parties. When you receive a call, MySphere Assistant displays a call notification window on top of the system tray. To open a URL in your browser, click Web Pop URL in the pop-up notification. This opens a page in your browser window that contains information about the calling party encoded in it URL. Figure 41 Opening a URL through the Pop-up Notification You can also transfer the caller to your Voice Mail, save a vcard for the caller, open a URL populated with the caller s number, or end the call directly from the pop-up notification Save a vcard When you receive a call, MySphere Assistant displays a call notification window on top of the system tray. You can click a button in this notification to save the callers phone number and personal information as a vcard in Outlook. To do this, click Add vcard in the popup notification. Figure 42 Saving a vcard through the Pop-up Notification You can also transfer the caller to your Voice Mail, save a vcard for the caller, open a URL populated with the caller s number, or end the call directly from the pop-up notification. Page 18 of 44

19 2.5. During a Call Hold a Call To hold a call, click Hold on the toolbar. The Hold button is grated out to indicate the held status of the call. To resume a held call, click Answer (highlighted) on the toolbar. The hold returns to its normal state to indicate the active status of the call. Figure 43 Hold Button Initiate a Three-Way Conference You can initiate a conference with two other parties directly from the toolbar. To establish two simultaneous active calls, you must have only two phone numbers listed in the Call Lines drop-down list. These calls may have been initiated either by you or by the other parties. 1) To start the conference, click Three-Way Conference on the toolbar. 2) To drop one participant from the conference, select the participant s number from the Call Lines drop-down list and click End Initiate an N-Way (up to 6) Conference You can initiate a conference with two or more (up to 6) other parties directly from this toolbar. You must have at least two phone numbers listed in the Call Lines dropdown list. All calls on the list are added to the conference. These calls may be initiated either by you or by the other parties. 1) To start the conference, click the Conference Icon on the toolbar. 2) To add new incoming or outgoing calls to the conference, click the Conference Icon on the toolbar. 3) To drop only one participant from the conference, select the participant s number from the Call Lines drop-down list and click End End a Call You can end both incoming and outgoing calls directly from the toolbar and from the pop-up notification window. To end a call from the toolbar, click End on the toolbar. To end a call from the pop-up notification, click End Call. Page 19 of 44

20 Figure 44 Ending a Call through Pop-up Notification 2.7. Voice Mail Transfer to Voice Mail You can transfer calls to your Voice Mail from the toolbar and from the pop-up call notification window. To transfer a call to Voice Mail from the Assistant toolbar, click Voice Mail Transfer on the toolbar. Figure 45 Transfer to Voice Mail Button To transfer a call to Voice Mail from the pop-up notification, click the Voice Mail Transfer icon in the notification window Retrieve Voice Mail Make sure that you are not currently engaged in a call. No entries must be present on the Call Lines drop-down list. Transfer yourself to your Voice Mail by clicking Voice Mail Transfer on the toolbar. Page 20 of 44

21 3. Services Dialog The Services dialog allows you to configure the calling features provided by MySphere Assistant, such as Voice Messaging, CommPilot Express profiles, Call Forwarding, and Call Waiting. The left-hand side of the dialog contains a tree view listing the configuration pages you can access. The configuration pages you select in the tree view are displayed on the right. Click OK to save all chages and close the dialog. Click Apply to save all chages without closing the dialog. Click Cancel to close the dialog without saving your changes Incoming Calls The Incoming Calls pages in the Options dialog configure the services that apply to calls that you receive Anonymous Call Rejection The Anonymous Call Rejection service blocks all incoming calls from people who have restricted their phone numbers from being shown to their call recipients. Figure 46 Services Dialog Anonymous Call Rejection Page Call Forwarding Always Page 21 of 44

22 The Call Forwarding Always service forwards all incoming calls to a specified phone number. To activate this service, click Call Forwarding Always on the toolbar. This highlights the button. Figure 47 Services Dialog Call Forwarding Always Page Call Forwarding No Answer The Call Forwarding No Answer service forwards all incoming calls to a specific phone number if you do not answer within a specified number of rings. Page 22 of 44

23 Figure 48 Service Dialog Call Forwarding No Answer To activate this service, click Call Forwarding No Answer on the toolbar. This is highlighted when turned on. Calls Forward to specifies the phone number to which MySphere Assistant redirects all calls forwarded using this service. Numbers of rings before forwarding is the number of times your phone must ring before MySphere Assistant forwards an incoming call Call Forwarding Busy The Call Forwarding Busy service forwards all incoming calls to a specified phone number when all available lines are in use. To activate this service, click Call Forwarding on the toolbar. This button becomes depressed when on. Page 23 of 44

24 Figure 49 Services Dialog - Call Forwarding Busy Page Do Not Disturb The Do Not Disturb service forwards all incoming calls to your Voice Messaging service. If you do not have a Voice Messaging service configured, callers hear a busy tone. Page 24 of 44

25 Figure 50 Services Dialog Do Not Disturb Page To activate this service, click Do Not Disturb on the toolbar. This is highlighted when in service. Play ring reminder when a call is forwarded determines whether MySphere Assistant notifies you each time the Do Not Disturb service forwards a call to your Voice Messaging service External Calling Line ID Delivery The External; Calling Line ID Delivery service allows you to view the calling line information for incoming calls from external phone numbers. Page 25 of 44

26 Figure 51 Services Dialog External Calling Line ID Delivery Page Internal Calling Line ID Delivery The Internal Calling Line ID Delivery service allows you to view the calling line information for incoming calls from members of your group. Page 26 of 44

27 Figure 52 Services Dialog Internal Calling Line ID Delivery Simultaneous Ringing The Simultaneous Ringing service rings multiple phone numbers for each incoming call. Any of the phone numbers specified for this service may be used to answer those calls. Figure 53 Services Dialog Simultaneous Ringing Page To open this page, click Simultaneous Ringing on the toolbar. This becomes highlighted when activated. When the Don t ring my Simultaneous Ring Numbers for all incoming calls if I am already on a call option in selected, the Simultaneous Ringing service is temporarily deactivated whenever you are engaged in an active call. When the Ring all my Simultaneous Ring Numbers for all incoming calls option is selected, the Simultaneous Ringing service rings all numbers specified in the list that follows for each incoming call, regardless of whether you currently are engaged in an active call CommPilot Express CommPilot Express allows you to manage your personal services using four configurable profiles. These profiles control your incoming calls automatically. Even when off-site, you can still manage your active profile on the web or over the phone. With CommPilot Express, you can manage your calls based on your schedule. This allows you to work efficiently without unnecessary interruption. Page 27 of 44

28 1) To set the active CommPilot Express profile, select a profile from the CommPilot drop-down list on the toolbar. 2) To disable all profiles, select CommPilot None. Figure 54 CommPilot Profiles You can also set the active CommPilot Express profile on the CommPilot Express page of the Services dialog. The Services dialog for MySphere Assistant allows you to configure the settings that apply to each of your CommPilot profiles Available In Office The Available In Office profile determines how incoming calls are handled when you are working at your desk. Figure 55 Services Dialog CommPilot Express: Available In Office Page Also ring this phone number specifies an additional number for Assistant to ring for each incoming call. Calls may be answered from either this number or your main number. If you select: Page 28 of 44

29 If Busy: Have Voice Messaging take the call, MySphere Assistant forwards all incoming calls to your Voice Messaging service if you have no available open lines. If Busy: Forward to this Phone Number, then all incoming calls are forwarded to the specified phone number if you have no available lines. If No Answer: Have Voice Messaging take the call, MySphere Assistant forwards all incoming calls to your Voice Messaging service it you do not answer after a set number of rings. No Answer: Forward to this Phone Number, MySphere Assistant forwards all incoming calls to the specified phone number if you do not answer after a set number of rings Available Out of Office The Available Out of Office profile determines how incoming calls are handled when you are not working at your desk, but are still able to receive calls. Figure 56 Service Dialog CommPilot Express: Available Out of Office If you select: Have Voice Messaging take the call, all incoming calls are forwarded to your Voice Messaging service. Forward to this Phone Number, MySphere Assistant forwards all incoming calls to a specified. Page 29 of 44

30 The address specifies the address MySphere Assistant notifies when you receive an incoming call Busy The Busy profile determines how incoming calls are handled when you are busy Unavailable Figure 57 Services Dialog CommPilot Express: Busy Page Send all calls to Voice Messaging except calls from these Phone Numbers forwards all incoming calls to your Voice Messaging service, when selected. You can configure up to three numbers to be excluded from this service in the blank fields provided. Calls to these numbers are instead forwarded to the phone number you specify below it. Which will be forwarded to determines the phone number to which MySphere Assistant forwards the excluded callers specified above. Also me a notification when a Voice Message is received to should be selected to receive an notification each time you receive a Voice Mail message. The Unavailable profile determines how incoming calls are handled when you are not free to take calls, such as during outside business hours or when on holidays. Page 30 of 44

31 Figure 58 Services Dialog CommPilot Express: Unavailable Page If you select: Send all calls to Voice Messaging except calls from these Phone Numbers, all incoming calls are forwarded to your Voice Messaging service. You can configure up to three numbers to be excluded from this service in the blank fields provided. Calls from these numbers are instead forwarded to the phone number you specify. To determine which phone number MySphere Assistant forwards the excluded callers to, select Which will be forwarded to. No answer Greeting, its standard no answer greeting message plays to incoming calls. Unavailable Greeting, your Voice Messaging service is enabled to play its standard unavailable greeting message to incoming calls Outgoing Calls The Outgoing Calls pages in the Options dialog configure the services that apply to calls that you initiate Automatic Callback The Automatic Callback service allows you to have MySphere Assistant monitor a busy party in your group and to automatically establish a call on your behalf when the busy party becomes available. Page 31 of 44

32 Figure 59 Services Dialog Automatic Callback Calling Line ID Delivery Blocking The Calling Line ID Delivery Blocking service prevents other parties from seeing your phone number or calling line information when engaged in calls with you. Page 32 of 44

33 Figure 60 Services Dialog Outgoing Calls: Calling Line ID Delivery Blocking 3.3. Call Control The Call Control pages in the Options dialog allow you to configure your Call Control services Remote Office The Remote Office service allows you to substitute a different phone number for your office phone number. You can open this page by clicking Remote Office on the toolbar. The button is highlighted when turned on. Remote Office Number specifies the alternate phone number to substitute for your office number Call Waiting Figure 61 Services Dialog Call Control: Remote Office The Call Waiting service allows you to answer incoming calls while engages in another active call. Page 33 of 44

34 Figure 62 Service Dialog Call Control: Call Waiting 3.4. Messaging The Messaging pages in the Options dialog allow you to configure your Voice Management settings Voice Management The Voice Management page specifies how the system handles your voice messages. Page 34 of 44

35 Figure 63 Services Dialog Messaging: Voice Management When the Use unified messaging option is selected, you can access your voice messages via and phone. Messages are sent as mail attachments to the address configured for your account. Use Phone Message Waiting Indicator determines whether your phone provides an alternate dial tone and a visual indicator on some phone models to indicate that you have a message waiting. If the Forward it to this address option is selected you will be able to access your voice messages only by . Messages are sent as mail attachments to the specified address, and are not available for retrieval by phone. Notify me by of the new voice message at this address determines whether the system sends a notification to the specified address each time it records a voice mail. This notification will contain the date and time the voice message was recorded, but does not contain the content of the voice message itself as an attachment Pop-up Notification When you initiate or receive a call, MySphere Assistant displays a notification window above the system tray that includes the other party s phone number and other information about the call. The pop-up notifications automatically close five seconds after they emerge. Page 35 of 44

36 If you initiate or receive another call while the first notification is open, the pop-up notifications stack on top of one another. Figure 64 Pop-up Notification Page 36 of 44

37 4. Options Dialog The Options dialog allows you to configure the connection and account settings that MySphere Assistant uses to communicate with TeleSphere MyVoice Servers. The left-hand side of the dialog contains a tree view, listing the configuration pages you can access. The configuration pages you select in the tree view are displayed on the right. 1) Click OK to save all changes and close the dialog. 2) Click Apply to save all changes without closing the dialog. Cancel closes the dialog without saving your changes General The General page allows you to configure the automatic login behavior of MySphere Assistant. Figure 65 Options Dialog General Page The Auto login on start-up determines whether Assistant automatically logs in to your MyVoice account when you start Internet Explorer, Firefox, or Outlook. Auto login when connected to network automatically logs in to your MyVoice account when it detects an active network connection on your computer. Turn off Call notification diables the pop-up notification window. When this box is Page 37 of 44

38 checked, the pop-up notification does not appear when MySphere Assistant detects an incoming or outgoing call Accounts The Accounts page allows you to specify a MyVoice username and password. Figure 66 Options Dialog Accounts Page Contact TeleSphere Support or system administrator if you do not know the appropriate settings. Once you successfully log in, the controls on this page become inactive. Save Username determines whether MySphere Assistant saves the user name you provide. Check this box to avoid having to specify your user name each time you log in to the program. Save password determines whether MySphere Assistant saves the password you provide above. Check this box to avoid having to specify your password each time you log into MySphere Assistant Connection The Connection page allows you to specify the network address of the MyVoice Server that MySphere connects to. All of these are pre-set after installation, please do not change these settings unless directed by support personnel. Page 38 of 44

39 Figure 67 Options Dialog Connection Page Contact TeleSphere Support or your system administrator if you do not know the appropriate settings. Once you successfully log in, the controls on this page become inactive. Host Address specifies the URL or IP address which MySphere Assistant attempts to connect to when logging in. Host Port is the port number used by the MyVoice server on the host specified above Dialing Rules The Dialing Rules page allows you to configure special dialing rules for MySphere Assistant. Page 39 of 44

40 Figure 68 Options Dialog Dialing Rules Page To access an outside line for calls, dial specifies a prefix number that MySphere Assistant includes automatically when dialing external numbers (THIS IS NOT REQUIRED IN MOST CASES) If entered, this number is pre-pended only to dialed numbers that contain more than six digits. Up to five digits may be entered in this field. Valid characters are the numbers 0 to 9 and the symbol +. If you include the + character, it must be the first character in the field Outlook Integration The Outlook Integration page enables and disables the use of MySphere Assistant with Microsoft Outlook. Page 40 of 44

41 Figure 69 Options Dialog Outlook Integration Page 4.6. Contacts When On is selected, the Outlook integration features are activated. When Off is selected, the toolbar is unavailable within Outlook, and you are unable to dial contacts directly. (NOT RECOMMENDED) The Contacts page allows you to configure the way MySphere Assistant integrates with your Outlook contact list. Page 41 of 44

42 Figure 70 - Options Dialog Contacts Page The Retrieve contact from default contact folder only option searches for and retrieves contacts stored in the default Contacts folder within Outlook. The Retrieve all contacts option searches for and retrieves contacts stored in any Outlook folder. Use Outlook contacts as preferred CLID lookup for incoming calls determines whether MySphere Assistant uses the information saved in your Outlook Contact list when displaying information about callers, instead of using group settings or other calling line ID information. Page 42 of 44

43 5. Troubleshooting This section contains information that may aid those having difficulty using MySphere Assistant. If your problem is not listed in the index, contact TeleSphere for assistance Using Assistant with Microsoft Windows Service Pack 2 (SP2) When you open the Group Directory or Personal Directory from the toolbar, Internet Explorer or Firefox may display the following warning message: Figure 71 Internet Explorer Warning This warning is triggered by the JavaScript used by MySphere Assistant to sort directory listings. The following instructions override the warning and open the directory: 1) Click the message. The notification turns blue and displays a pop-up menu. 2) Select Allow Blocked Content from the pop-up menu. Figure 72 Internet Explorer Warning Another security warning appears. 3) Click Yes. Page 43 of 44

44 Figure 73 Internet Explorer warning 5.2. Assistant is Not Visible in Internet Explorer If the MySphere Assistant toolbar is not visible in Microsoft Internet Explorer, follow these steps: 1) Right Click an empty area of the toolbar region in Explorer A menu appears listing all the toolbars currently registered. 2) Make sure that the MySphere Assistant entries (Telephony Toolbar Call Control, Telephone Toolbar Services for MySphere Assistant) are checked. Page 44 of 44

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